Real Estate Executive Assistant

Location & Schedule

Full‑time, in‑office position based in Otsego, MN. Monday‑Friday during regular business hours, with occasional evenings and weekends as needed.

We are seeking a motivated and detail‑oriented Real Estate Executive Assistant to oversee the end‑to‑end management of contracts for both home selling and buying transactions. You will also be responsible for implementing and maintaining a dynamic marketing strategy aimed at attracting new clients and retaining current ones.

• Marketing and Promotion
  • Develop and execute marketing strategies for promoting properties—homes, commercial spaces, and developments—to target audiences.
  • Create compelling marketing materials such as property listings, brochures, virtual tours, direct mailers, and videos that showcase the features and benefits of each property.
  • Manage and maintain the real estate agency’s online presence, including the website, social media accounts, and property listing platforms.
  • Optimize property listings for search engines and online visibility, utilizing relevant keywords and SEO techniques.
  • Analyze marketing campaign performance, including website traffic, engagement metrics, and lead generation, and provide insights for optimizing future strategies.
  • Use data‑driven insights to refine marketing approaches, targeting methods, and messaging.
• Client Communication and Relationship Management
  • Regularly communicate with clients to provide updates on marketing activities and gather feedback for continuous improvement.
  • Foster relationships with clients, buyers, and tenants through effective communication and engagement efforts.
  • Maintain constant and consistent communication with the database through direct mailers, emails, calls, texts, and client events.
• Event Planning and Coordination
  • Plan and coordinate open houses, property tours, and other events to showcase properties to potential buyers or tenants, including client appreciation events.
  • Develop promotional materials and invitations for events, ensuring a cohesive and attractive presentation.
  • Plan, organize, and execute client events with the team.
• Transaction Management
  • Prepare pre‑list paperwork for all listing appointments and review completed paperwork for compliance.
  • Act as liaison between real estate agents, clients, attorneys, escrow companies, and mortgage brokers during the sale process, effectively managing the administrative tasks involved in closing a sale.
  • Create timelines and follow up with individuals as needed to ensure all deadlines are met and contingencies are released.
  • Maintain accurate and compliant files for all transactions.
  • Communicate with the agent several times throughout the transaction, including all important dates, missing documents, calendar reminders, file compliance status, etc.
  • Be the first point of contact/resource for all questions that arise throughout the closing process from agents, clients, attorneys, lenders, appraisers, other transaction coordinators/Realtors, etc.
  • Stay in good communication with the agent if any issues arise that need to be handled or negotiated.
  • Coordinate closing date, time, and location, and notify all parties.

• Must have excellent organizational skills and communication skills.
• Driven by a desire to provide excellent customer service and a great customer experience.
• 2+ years of experience as an administrative assistant, preferred.
• Previous experience in transaction management, transaction coordination, real estate, titles, or mortgages is highly valued.
• Knowledgeable in Canva, Social Media, and GSuite.

$20 – $25 hourly